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I I I I I I !1 ,I '1 ORIENT FIRE DISTRICT FINANCIAL STATEMENTS December 31, 2009 I il I I I I I I I I I i I I I I I ,I ORIENT FIRE DISTRICT TABLE OF CONTENTS December 3L 2009 Page INDEPENDENT AUDITOR'S REPORT ........................................................................................... 1 GENERAL PURPOSE FINANCIAL STATEMENTS Balance Sheet - Governmental Funds (Regulatory Basis) ............................................................. 2 Statement of Revenues, Expenditures and Changes in Fund Balances - Governmental Funds (Regulatory Basis) ................................................ 3-4 Statement of Fiduciary Net Assets - Agency Funds (Regulatory Basis) ............................... 5 Budgetary Comparison Schedule - General Fund (Regulatory Basis) ................................. 6 Notes to Financial Statement ...................................................................................................... 7-13 Report on Internal Control over Financial Reporting and on Compliance and other Matters Based on an Audit of Financial Statements Performed in Accordance with Government Auditing Standards ........... 14-15 (631) 751-3886 · Fax (631) 751-2740 INDEPENDENT AUDITOR'S REPORT Board of Fire Commissioners Orient Fire District 23300 Main Road Orient, NY 11957 I have audited the accompanying financial statements of the Orient Fire District as of and the year ended December 31, 2009, as listed in the table of contents. These financial statements are the responsibility of Orient Fire District management. My responsibility is to express an opinion on these financial statements based on my audit. I conducted my audit in accordance with auditing standards generally accepted in the United States of America and the standards applicable to financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States. Those standards require that I plan and perform the audit to obtain reasonable assurance about whether the financial statements are free of material misstatement. An audit includes examining, on a test basis, evidence supporting the amounts and disclosures in the financial statements. An audit also includes assessing the accounting principles used and significant estimates made by management, as well as evaluating the overall financial statement presentation. 1 believe that my audit provides a reasonable basis for my opinion. As described more fully in Note 1, the Orient Fire District prepares its financial statements using accounting practices prescribed or permitted by the New York State Office of the State Comptroller, which is a comprehensive basis of accounting other than accounting principles generally accepted in the United States of America, although not reasonably determinable, are presumed to be material. In my opinion, the financial statements and budgetary comparison schedule referred to above present fairly, in all material respects, the assets, liabilities and fund balances of the Orient Fire District as of December 31, 2009, and the revenues it received and expenditures it made for the year then ended in conformity with the basis of accounting described in Note 1. In accordance with Government Auditing Standards, I have also issued my report dated June 14, 2010, on my consideration of the Orient Fire District's internal control over financial reporting and on my test of its compliance with certain provisions of laws, regulations, contracts and grant agreements and other matters. The purpose of that report is to describe the scope of my testing of internal control over financial reporting and compliance and the results of that testing, and not to provide an opinion on the internal control over financial reporting or on compliance. That report is an integral part of an audit performed in accordance with Government Auditing Standards and should be considered in assessing the results of my audit. This report is intended solely for the information and use of the Board of Fire Commissioners, management, others within the Organization and the New York State Office of the State Comptroller and is not intended to be and should not be used by anyone other than these specified parties. Certified Public Accountant June 14, 2010 Setauket, N.Y. zl I I I I I I I I I I I I I ORIENT FIRE DISTRICT~ NEW YORK BALANCE SHEET - GOVERNMENTAL FUNDS ( REGULATORY BASIS) December 31~ 2009 Capital Truck Improve- General Reserve merit Fund Fund Fund Total Assets: Cash Total Assets $1,511 $151,080 $158,246 $310,837 $1,511 $151,080 $158,246 $310,837 Fund balances: Reserve for capital projects Unreserved undesignated Total fund balances Total liability and fund balances $ -- $151,080 $158,246 $309,326 1,5ll .... 1,511 1,511 151,080 158,246 310,837 $1,511 $151,080 $158,246 $310,837 2 See notes to financial statements I I I I I I I I I I I I I I I I II ORIENT FIRE DISTRICT~ NEW YORK STATEMENT OF REVENUES~ EXPENDITURES AND CHANGES IN FUND BALANCES - GOVERNMENTAL FUNDS (REGULATORY BASIS) For the Year Ended December 31~ 2009 Truck Capital General Reserve Improve- Fund Fund ment Fund Total Revenues Real property taxes Interest and earnings Rental income Sale of property Federal grant Insurance recoveries Refund of prior year's expenditures Total revenues $464,517 S -- S -- $464,517 676 49 179 904 55,415 .... 55,415 10,000 .... 10,000 68,276 .... 68,276 2,706 .... 2,706 1,431 .... 1,431 603,021 49 179 603,249 Expenditures: Personal services Equipment and capital outlay Contractual expenditures Local service award pension Social security Workers compensation and employee benefits Total expenditures Excess (deficiency) of revenues over expenditures 38,400 .... 38,400 81,452 140,000 -- 221,452 297,293 .... 297,293 121,000 .... 121,000 1,753 .... 1,753 13,397 .... 13,397 553,295 140,000 -- 693,295 49,726 (139,951) 179 (90,046) 3 See notes to financial statements I I I !1 I I I I I I I I I I I I I I ORIENT FIRE DISTRICT~ NEW YORK STATEMENT OF REVENUES~ EXPENDITURES AND CHANGES IN FUND BALANCES - GOVERNMENTAL FUNDS (REGULATORY BASIS) For the Year Ended December 3L 2009 Capital General Truck Improvement Fund Reserve Fund Fund Other financing sources (uses): Tranfers in Transfer out Total other financing resources (uses) Net changes in fund balances Fund balance, beginning o£year Fund balance, end of year Total (50,000) 25,000 25,000 -- (274) (114,951) 25,179 (90,046) 1,785 266,031 133,067 400,883 $1,511 $151,080 $158,246 $310,837 4 See notes to financial statements -- 25,000 25,000 50,000 50,000 .... (50,000) il il I I I I I I I I I I I I I I I I ORIENT FIRE DISTRICT~ NEW YORK STATEMENT OF FIDUCIARY NET ASSETS - AGENCY FUND (REGULATORY BASIS) December 31~ 2009 Agency Fund Assets: Service award program assets $607,685 $607,685 $607,685 $6O7,685 Total assets Liabilities: Service award program liability Total liabilities 5 See notes to financial statements II I I I I I I I I I I I I I I I I I ORIENT FIRE DISTRICT, NEW YORK BUDGETARY COMPARISON SCHEDULE GENERAL FUND (REGULATORY BASIS) For the Year Ended December 31, 2009 Budget Actual Variance With Budget Favorable Real property taxes Interest and earnings Rental income Sale of property Federal grant Insurance recoveries Refund of prior year's expenditures Amounts available for appropriation $464,516 $464,517 $1 2,000 676 (1,324) 58,724 55,415 (3,309) -- 10,000 10,000 -- 68,276 68,276 -- 2,706 2,706 -- 1,431 1,431 525,240 603,021 77,781 Expenditures Personal services Equipment and capital outlay Contractual expenditures Local service award pension Social security Workers compensation and employee benefits 38,640 38,400 240 52,500 81,452 (28,952) 290,100 297,293 (7,193) 75,000 121,000 (46,000) 4,000 1,753 2,247 15,000 13,397 1,603 Total expenditures 475,240 553,295 (78,055) Other financing sources (uses): Transfers out Total other financing sources (uses) (50,O00) (50,000) -- (50,000) (50,000) -- Excess of expenditures and other uses overrevenaes ($274) 6 See notes to financial statements ORIENT FIRE DISTRICT~ NEW YORK NOTES TO FINANCIAL STATEMENTS December 31~ 2009 Note 1 - Summary of Significant Accounting Policies: The financial statements of the Orient Fire District (the "District"), as of and for the year ended December 31, 2009 have been prepared in conformity with modified accrual regulatory basis of accounting as prescribe by the State Comptroller's Office, which is a comprehensive basis of accounting other than United States generally accepted accounting principles. Financial reporting entity: The District is a governmental entity that provides fire protection to the local community. The District receives most of its funding from property taxes. The District is governed by laws of the State of New York. The Board of Fire Commissioners is the legislative body responsible for the overall operation of the District. All activities and functions performed for the District are its direct responsibility. The Treasurer serves as chief fiscal officer of the District. Basis of presentation: The fund financial statements provide information about the District's funds, including fiduciary funds. The accounts of the District are organized on the basis of funds, each of which is considered a separate accounting entity. The operations of each fund are segregated for the purpose of carrying on specific activities or attaining certain objectives in accordance with special regulations, restrictions or limitations. The following fund types are used: Governmental: General Fund The General Fund is the principal operating fund of the District and is used to account for all financial resources except those required to be accounted for in another fund. Debt service is also accounted for in the General Fund. Capital Improvement Fund The Capital Improvement Fund is used to account for and report financial resources to be used for the acquisition, construction, or renovation of major capital facilities. Truck Reserve Fund The Truck Reserve Fund is used to account for and report financial resources to be used for the acquisition of all large equipment. Fiduciary Fund Fiduciary funds are used to account for assets held by the District in a trustee or custodial capacity. The District utilizes the following fund: 7 ORIENT FIRE DISTRICT~ NEW YORK NOTES TO FINANCIAL STATEMENTS December 31~ 2009 Agency Fund The Agency Fund is used to account for and report assets held by the District in the capacity of trustee, custodian or agent for individuals. Agency funds are custodial in nature and do not involve measurement of results of operations. Basis of accounting: The accompanying governmental fund financial statements are reported on the modified accrual regulatory basis of accounting using the current financial resources measurement focus. Revenues are recognized when measurable and available. "Available" means collectible within the current period or within 60 days after year-end. Expenditures are generally recognized under the modified accrual basis of accounting when the related liability is incurred. The exception to this general rule is that principal and interest on general obligation long-term debt, if any, is recognized when due. Cash and cash equivalents: Cash and cash equivalents include demand deposits and temporary investments with original maturities of three months or less from date of acquisition. Interfund transfers: The operations of the District give rise to certain transactions between funds, including transfers of expenditures and revenues to provide services and construct assets. This is either by budget, Board resolution or permissive referendum. Fund balance - reserves and designations: Portions of fund balance are reserved or designated to either satisfy legal restrictions or to plan for future expenditures. The following is a description of the reserves utilized by the District: Reserve for Capital Improvements- used for the acquisition construction or renovation of major capital facilities. Reserve for Track - used for the acquisition of large equipment. Real property taxes: All real property assessments are made by the Town of Southold. Real property tax payments are due in two equal installments; the first half payable on December 1 (lien and levy date) preceding the year for which the same is levied and the second half payable May 10, with the first half payable without penalty to January 10 and the second half payable without penalty to May 3 I. After May 31, all taxes must be paid to the Suffolk County Treasurer with a 5% penalty charge and interest at the rate of 1% per month for February 1. ORIENT FIRE DISTRICT~ NEW YORK NOTES TO FINANCIAL STATEMENTS December 31~ 2009 The Town of Southold Receiver of Taxes collects all real estate taxes for the District. The Town of Southold Receiver of Taxes distributes the tax collections to the District. All payments made to the District are made in the year for which the tax has been levied. The Town of Southold Receiver of Taxes tums over uncollected items to the Suffolk County Treasurer who continues the collection of these items. Responsibility for the collection of unpaid taxes rests with Suffolk County. Budgetary data: The District prepares an operating budget for the General Fund each year. The budget is adopted by the Board of Fire Commissioners in the prior year for the coming year. The budget is not subject to referendum. All budget appropriations lapse at the end of the year. Use of estimates: The preparation of financial statements in conformity with the modified accrual regulatory basis of accounting requires management to make estimates and assumptions that affect certain reported amounts and disclosures. Accordingly, actual results could differ from those estimates. Note 2 - Deposits with financial institutions and investments: The District's investment polices are governed by state statutes and District policy. Resources must be deposited in Federal Deposit Insurance Corporation (FDIC) insured commercial banks or trust companies located within the state. Permissible investments include special time deposit accounts, certificates of deposit, and obligations of the United States of America, obligations guaranteed by agencies of the United States of America where the payment and interest are guaranteed by the United States of America, and obligations of the State of New York. Collateral is required for demand and time deposits. Custodial credit risk is the risk that in the event of a bank failure, the District's deposits may not be returned to it. GASB directs that deposits be disclosed as exposed to custodial credit risk if they are not covered by depository insurance and the deposits are either: 2. 3. 4. Insured by FDIC insurance Collateralized by securities held by the pledging financial institution's trust department or agent but not in the District's name. Collateralized by securities held by the pledging financial institution but not in the District's name. Uncollateralized. 9 ORIENT FIRE DISTRICT~ NEW YORK NOTES TO FINANCIAL STATEMENT DECEMBER 31~ 2009 The District's deposits held by the banks are categorized, based on the above criteria, as follows: Category Amount 1 $500,000 Total $500.000 Note 3 - Length of Service Awards Program - LOSAP The Orient Fire District financial statements are for the year ended December 31, 2009. The information contained in this note is based on information for the Length of Service Awards Program for the plan year ending on December 31, 2009. The Orient Fire District established a defined benefit LOSAP for the active volunteer firefighters of the Orient Fire Department. The program took effect on January 1, 1995. The program was established pursuant to Article l l-A of the General Municipal Law. The program provides municipally-funded pension-like benefits to facilitate the recruitment and retention of active volunteer firefighters. The Orient Fire District is the sponsor of the program. Program Description Participation~ vesting and service credit Active volunteer firefighters who have reached the age of 18 and who have completed 1 year of firefighting service are eligible to participate in the program. Participants acquire a nonforfeitable right to a service award after being credited with 5 years of firefighting service or upon attaining the program's entitlement age. The program's entitlement age is age 65. In general, an active volunteer firefighter is credited with a year of firefighting service for each calendar year after the establishment of the program in which he or she accumulates fifty points. Points are granted for the performance of certain activities in accordance with a system established by the sponsor on the basis ora statutory list of activities and point values. A participant may also receive credit for 5 years of firefighting service rendered prior to the establishment of the program. 10 ORIENT FIRE DISTRICT~ NEW YORK NOTES TO FINANCIAL STATEMENT DECEMBER 31~ 2009 .Benefits A participant's benefit under the program is a life annuity with ten years certain equal to $20.00 multiplied by the person's total number of years of firefighting service. The number of years of firefighting service used to compute the benefit cannot exceed thirty. Benefits are not payable until entitlement age. On and after that date, except in the case of disability or death, benefits are payable when a participant reaches entitlement age. The program provides statutorily mandated death and disability benefits. Fiduciary Investment and Control Service credit is determined by the goveming board of the sponsor, based on information certified to the governing board by each fire company having members who participate in the program. Each fire company must maintain all required records on forms prescribed by the governing board. The governing board of the sponsor has retained and designated Wachovia Securities to assist in the administration of the program. The designated program administrator's functions include record keeping and payment calculation and verification. Disbursements of program assets for the payment of benefits or administrative expenses must be approved by the Orient Fire District Board of Commissioners. Program assets are required to be held in trust by LOSAP legislation, for the exclusive purpose of providing benefits to participants and their beneficiaries or for the purpose of defraying the reasonable expenses of the operation and administration of the program. The trust agreement is dated January 1, 1995, and the trustee is Orient Fire District Commissioners. Authority to invest program assets is vested in Orient Fire District Commissioners. Program assets are invested in accordance with a statutory "prudent person" rule. The sponsor is required to retain an actuary to determine the amount of the sponsor's contributions to the plan. The actuary retained by the sponsor for this purpose is JRB Consulting. Portions of the following information are derived from a report prepared by the actuary. 11 ORIENT FIRE DISTRICT~ NEW YORK NOTES TO FINANCIAL STATEMENT DECEMBER 31~ 2009 Program Financial Condition Assets and Liabilities Actuarial Present Value of Benefits at December 31, 2009 Less: Assets Available for Benefits % of total Cash & cash equivalents Fixed income funds Pooled equity fund Less: Liabilities 7.57% 31.87% 60.56% 100% Total Net Assets Available for Benefits Total Unfunded Benefits Less: Unfunded Liability for Prior Service Unfunded Normal benefits $ 46,OO2 193,641 368,042 607,685 Prior Service Costs Prior service costs are being amortized over 9 years at a discount rate of 7%. 12 $868,931 607,685 261,246 150,229 $ 111.017 ORIENT FIRE DISTRICT~ NEW YORK NOTES TO FINANCIAL STATEMENT DECEMBER 31~ 2009 Receipts and Disbursements Plan Net Assets, beginning of year $ 426,533 Changes during the year: + Plan contributions $143,500' + Investment income earned 3,452 + Realized Gains 29,902 + Changes in fair market value of investments 53,476 - Plan Benefit Withdrawals (38,692) - Administrative and Other Fees/Charges (10,486) Plan Net Assets, end of year 181,152 $ _607.685 Contributions Amount of sponsor's contribution recommended by actuary: Amount of sponsor's actual contribution: $117,264 $121,000 Administration Fees Fees paid to trustee: $ -- Fees paid for investment management (if separate from fee paid to trustee): -- Fees paid to actuary and program administrator 10,486 Other administration fees -- *Includes $22,500 contribution made 12/31/2008 Funding Methodology and Actuarial Assumptions Normal Costs The actuarial valuation methodology used by the actuary to determine the sponsor's contribution is the entry age normal-frozen initial liability cost method. The assumptions used by the actuary to determine the sponsor's contribution and the actuarial present value of benefits are: Assumed rate of return on investment 7% Mortality Tables used for Withdrawal Disability Retirement Death (Actives) Death (In-actives) 1971 Group Annuity Mortality Table 1971 Group Annuity Mortality Table 1971 Group Annuity Mortality Table 1971 Group Annuity Mortality Table 1971 Group Annuity Mortality Table 13 REPORT ON INTERNAL CONTROL OVER FINANCIAL REPORTING AND ON COMPLIANCE AND OTHER MATTERS BASED ON AN AUDIT OF FINANCIAL STATEMENTS PERFORMED IN ACCORDANCE WITH GOVERNMENT AUDITING STANDARDS Board of Fire Commissioners Orient Fire District 23300 Main Road Orient, NY 11957 I have audited the financial statements of Orient Fire District for the year ended December 31, 2009, and have issued my report thereon dated June 14, 2010. I conducted my audit in accordance with auditing standards generally accepted in the United States of America and the standards applicable to financial audits contained in Government Auditing Standards', issued by the Comptroller General of the United States. Internal Control over Financial Reporting In planning and performing my audit, I considered the District's internal control over financial reporting as a basis for designing my auditing procedures for the purpose of expressing my opinions on the financial statements, but not for the purpose of expressing an opinion on the effectiveness of the District's internal control over financial reporting. Accordingly, I do not express an opinion on the effectiveness of the districts internal control over financial reporting. A control deficiency exists when the design or operation of a control does not allow management or employees, in the normal course of performing their assigned functions, to prevent or detect misstatements on a timely basis. A significant deficiency is a control deficiency, or combination of control deficiencies, that adversely affects the ability to initiate, authorize, record, process or report financial data reliably in accordance with generally accepted accounting principles such that there is more than a remote likelihood that a misstatement of the District's financial statements that is more than inconsequential will not be prevented or detected by the District's internal control. 14 A material weakness is a significant deficiency, or combination of significant deficiencies, that results in more than a remote likelihood that a material misstatement of a financial statement will not be prevented or detected by the District's internal control. My consideration of internal control over financial reporting was for the limited purpose described in the first paragraph of this section and would not necessarily identify all deficiencies in internal control that might be significant deficiencies or material weaknesses. I did not identify any deficiencies in internal control over financial reporting that I consider to be material weakness, as defined above. Compliance and Other Matters As part of obtaining reasonable assurance about whether The District's financial statements are free of material misstatement, ! performed tests of its compliance with certain provisions of laws, regulations, contracts, and grant agreements, noncompliance with which could have a direct and material effect on the determination of financial statement amounts. However, providing an opinion on compliance with those provisions was not an objective of this audit, and accordingly, I do not express such an opinion. The results of my tests disclosed no instance of noncompliance or other matters that are required to be reported under Government Auditing Standards. This report is intended solely for the information and use of Board of Fire Commissioners of Orient Fire District and is not intended to be and should not be used by anyone other than these specific parties. June 14, 2010 Setauket, New York 15